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Minutes - 06/03/2002 - Committee of the WholeMINUTES OF THE JUNE 3, 2002 COMMITTEE OF THE WHOLE MEETING OF THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK APPROVED AS WRITTEN BY VILLAGE BOARD ON JUNE 25, 2002. CALL TO ORDER: The Committee of the Whole Meeting of the Village Board of Trustees was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7.32 p.m. The Village Clerk Linda Gonnella called the roll with the following persons PRESENT: President Karen M. Bushy, Trustees Stelios Aktipis, George T. Caleel, John W. Craig, Susan Korin, Elaine Miologos and Alfred P. Savino. ABSENT: None IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty, Assistant Village Manager; Debra J. Jarvis, Fire Chief, Bruce F. Kapff, Director of Information Services & Purchasing; Robert L. Kallien, Jr., Director of Community Development; Darrell J. Langlois, Finance Director; Ruth A. Martin, Library Director; Michael J. Meranda, Public Works Director; Deputy Police Chief, William Haas; Bonnie Sartore, Bath & Tennis Club Manager and Trey VanDyke, Golf Club Manager. 2. REVIEW OF VILLAGE BOARD VISION AND MISSION STATEMENTS: The ordinance that adopted these statements, most recently in 2001, provides for annual review in conjunction with the Board's consideration of annual objectives. President Bushy explained that Committee of the Whole Meetings afford the Board the opportunity to discuss and review topics of this nature in a less formal environment. She added that this meeting had been called to begin the review that will provide for reaffirmation or further amendment in connection with approval of the 2003 Village Board Objectives later in the summer. In order to expedite this process verbal and written suggestions have been submitted from the Board and staff. President Bushy read the Statement of Vision. Statement of Vision Our shared vision for Oak Brook is a place of quality and natural beauty that offers an excellent residential and business environment. The principal elements of our vision; • Beautiful, safe and high - quality residential neighborhoods and business districts. It has been suggested by staff that "community facilities" be added to this statement. COMMITTEE -OF- THE -WHOLE Minutes Page 1 of 13 JUNE 3, 2002 2. • A prominent business center, home to major national and international corporations, world -class shopping and an array of business, professional and personal services, • An appropriate balance between residential and business land uses, • Vast open spaces and extensive cultural and recreational facilities, • A professional, responsive and responsible local government that acts with integrity and treats all citizens with respect, • A strong sense of community; combine to create an outstanding quality of life in Oak Brook. Trustee Korin asked for a clarification of "community facilities ". Village Manager Veitch explained that Fire Department officers suggested that although recreational facilities such as the Park District were included in this statement, public facilities such as the Library, the Village Commons which is this facility, and the fire station had been excluded in the statement. Comment was made that the addition was satisfactory. Mission Statement The mission of the Village of Oak Brook is to provide the community with excellent local government services that meet the needs of its citizens and are delivered in a professional, responsive and responsible manner. To achieve this mission, the Village will: • Strive to deliver high - quality municipal services in a cost - effective and fiscally responsible manner; with courtesy, integrity and fairness; and with a view toward the good of the entire community as well as the individual resident or corporate citizen. • Continually evaluate the content and quality of Village programs and services. • Engage in ongoing planning and development efforts designed to preserve and enhance the value of property in the Village. • Consult with and involve Oak Brook citizens in the Village's decision - making processes through both formal and informal means including hearings, meetings, surveys, advisory boards and commissions, taskforces and committees. COMMITTEE -OF- THE -WHOLE Minutes Page 2 of 13 JUNE 3, 2002 2. 3 • Seek to develop a Village staff that emulates, through its values and performance, this mission and its tenets. The Village Board accepted the mission statement as presented. DISCUSSION OF 2003 VILLAGE BOARD OBJECTIVES: President Bushy explained that the goals and objectives would be discussed by department. She indicated that the more definitive these discussions are, the more comprehensive the Five - Year Plan and budget recommendations will be provided by staff. She reiterated that the Board and staff had submitted verbal and written suggestions. A. Department 1: Legislative and General Management (Legislative Support, Legal, General Management, Purchasing, Information Services, Emergency Services, Hotel/Motel Tax, Community Events) • Participate in a regional full -scale emergency management exercise. President Bushy recommended this as a goal since the Village of Oak Brook has been invited to participate at a level that few communities are able to participate. She added that it would be difficult to discuss this publicly because of the sensitive nature of the topic. Village Manager Veitch added that previous goals had included an exercise for this year, but as a result of September 11, 2001 priorities have changed and instructions from the State and County levels suggested focus less on events and more on process. President Bushy asked the Board if there was a problem with Village's involvement. Discussion involved budget impact and reimbursement of costs expended. At this point there was no negative feedback and Manager Veitch indicated that as information was available about the context and cost of the exercise, the Board would be notified. • Review and reconsider the Village Board meeting schedule. Trustee Miologos suggested this topic in an effort to keep the meetings as succinct as possible. She mentioned past suggestions of putting a time limit on discussions and the fact that there were pros and cons to that limitation. She suggested that staff provide ideas on this topic. COMMITTEE -OF- THE -WHOLE Minutes I Page 3 of 13 JUNE 3, 2002 A. Discussion ensued relative to the Chair's ability to direct discussion if it strays from the relevancy of the topic. President Bushy noted that citizen participation is limited and she believes that residents should have time to express themselves to the Village Board. The question of whether a change in the meeting schedule should be considered was discussed. The current schedule is two regular meetings a month on the second and fourth Tuesday, and a committee -of -the -whole meeting on the Fourth Monday of the month. Trustee Korin suggested the COW meeting be moved to the third Tuesday of the month partially because of the quantity of material to be read through and absorbed when there were meetings two nights in a row. Discussion ensued related to the reasoning for not scheduling a meeting three weeks out of four which was that it provided a window every other week for members to schedule travel, etc. that would not interfere with Board meetings. Trustee Savino suggested that the COW information be provided further in advance rather than changing the date of the meeting. Trustee Caleel suggested that it be given a week in advance of a COW meeting. Consensus was that if whenever possible COW meeting materials would be provided further in advance so that a meeting change would not be necessary. • Consider holding a Village Board teambuilding exercise or retreat. Trustee Miologos suggested that a team building exercise from an outside consulting service for an afternoon or all day event off site would benefit the Board. She felt a small exercise in the beginning. Trustee Caleel indicated that he would not be against the exercise, but that at this point in time he felt it was an added expense that was ill afforded. Trustee Korin commented that she felt it was possible to find a facilitator for a two or three hour session in a $2,000 - $3,000 range. Trustee Savino suggested expanding it to include other boards and commission members and possibly the park district. Trustee Miologos agreed, but suggested that the first meeting entail just the Village and then include the park district later. Trustee Caleel asked that Manager Veitch research this further and report back to the Board. Discussion suggested the Village Board first, then the Plan Commission and Zoning Board of Appeals and later the Oak Brook Park District. Additional discussion suggested a fee of not more than $5,000.00. • Establish a retention schedule for Village Board meeting video recordings, including possible use of DVD format. Trustee Miologos felt that videotapes of meetings reflect the tone of meetings better than Minutes, etc. and suggested that videotapes be kept as part of the permanent records. Village Manager Veitch will research this further and check with the Village Attorney regarding legal liability. COMMITTEE -OF- THE -WHOLE Minutes Page 4 of 13 JUNE 3, 2002 IN 3 A. Village Clerk Gonnella commented that the Secretary of State's Office has jurisdiction over the State of Illinois Local Records Commission and that the Village is required by State Law to follow their guidelines. In addition, space constraints have dictated that we follow their minimum guidelines. Suggestions were made, including the use of the upper level of the former Library building for storage. Discussion ensued related to whether the Board felt that videotapes should be included as part of the permanent records. Concern was expressed whether this action would increase the Village's legal liability. • Establish a policy whereby a request from any member of the Village Board for an item to appear on the agenda for a Village Board meeting will be made in writing to the Village Manager, who will provide copies of the request to all other members. Trustee Miologos suggested that agenda additions requested by Board members be put in writing whenever possible. Discussion ensued with the consensus that it was a good policy, which eliminates the possibility of misunderstanding. • Seek to reduce General Corporate Fund subsidization of community events (Autumn Festival, Independence Day) through sponsorships, admission and /or parking fees, vending arrangements, etc. Trustee Miologos suggested that with funds being tight it is time to readjust and reduce the subsidization of community events. Trustee Caleel agreed, noting that the citizen survey states that most residents do not attend these events and that these events are being subsidized to a large extent for non Oak Brook residents. He suggested an alternative to partner with other municipalities or park districts. He suggested ascertaining statistics about how many Oak Brook residents actually attend. Suggestions included charging parking fees for events, particularly for the 4th of July event. Trustee Savino commented that this suggestion had been considered previously, but that there were logistical problems. Bath and Tennis Club Manager Bonnie Sartore described the concerns and commented that parking fees were charged for certain events. Trustee Miologos suggested that it was not the Board's role to manage the events, but recommended setting a policy to decrease subsidies on a gradual basis that within four years community events become self sufficient. Discussion ensued relative to ideas and problems with the goal of self - sufficiency of community events. Trustee Savino suggested that Trustee Craig who has recently been appointed liaison to the Sports Core, where these events are being held, has new ideas that he is pursuing and to provide him and the staff an opportunity to explore these new ideas. COMMITTEE -OF- THE -WHOLE Minutes I Page 5 of 13 JUNE 3, 2002 3 A. President Bushy indicated a survey has been sent to surrounding communities requesting how they proceed with their community events and when the information is collated it will be forwarded to the Board members. Trustee Caleel suggested that a survey be sent to our residents asking about whether they would attend local events, what kind of event they would attend and would they assist in paying for an event. Staff will review this further. Consensus was to seek to reduce subsidies from the General Corporate Fund to community events. President Bushy suggested seeking resident input. • Complete the Municipal Complex Project. Manager Veitch reported that the final completion should occur in the early part of 2003, therefore the objective should be included in the 2003 objectives. President Bushy announced that the Spring Road intersection traffic patterns would change shortly. Spring Road will close and a new temporary road will be opened to the Village Commons area. • Complete the renegotiation of the cable television franchise agreement. Manger Veitch explained that this is a carry over due to the recent merger between A T & T and Comcast. This process will need to be moved into next year. President Bushy explained that when she met with Senator Fitzgerald, she discussed the problems the Village has had regarding this issue. B. Department 2: Financial Services (Administration, Accounting and Reporting, Debt Service and Pensions) • Review the feasibility of a local option sales tax and establish a timetable for possible implementation. Trustee Caleel suggested that due to the reduction in sales tax revenue staff should pursue looking at the feasibility of raising funds with this option. Discussion ensued related to the referendum question as to whether the Village could pursue the authorization to provide the authority and reserve implementation at the Village's discretion as needed. Finance Director Langlois reminded the Board that funds would have to be used for property tax relief which, since there is not a property tax, it could be used as a property tax avoidance mechanism. Village Attorney Martens will research the legal requirements. Recommendations suggested reduction of the utility and telecommunication taxes as an increase in sales tax accommodated. Trustee Caleel recommended that the Village educate the residents of the need to implement the local option sales tax. COMMITTEE -OF- THE -WHOLE Minutes Page 6 of 13 JUNE 3, 2002 3. B. • Achieve compliance with GASB 34. Manager Veitch reminded the Board that 2003 is the year that compliance was required. C. Department 3: Public Works (Administration, Buildings and Grounds, Streets, Garage, Water, Equipment Replacement) • Encourage and support consistent and fair summer billing practices for sanitary sewer service. President Bushy reported that this was being pursued fervently and Manager Veitch added that other municipalities serviced by the Hinsdale Sanitary District were interested in the Village of Oak Brook's discussions with the Hinsdale Sanitary District. • Continue implementation of the right -of -way beautification program. Trustee Miologos suggested that a timetable be established and adhered to since there were funds available in the Infrastructure Fund. Manager Veitch reported that he and Public Works Director Meranda had recently reviewed the content of the plan and that locations were being prioritized. President Bushy suggested that if revenues were not at the level required that there might be other expenditures more important than landscaping. Trustee Korin expressed concern about the maintenance of the medians. Public Works Director Meranda responded that the low bid process may need to be reconsidered because of the recurrent problems with contractors hired for landscape maintenance. He reported his experiences with the last two contractors hired who have not handled the landscaping per contract. 3. D. Department 4: Engineering and Capital Projects (Engineering, Capital Projects - Corporate Fund, Capital Projects -MFT Fund, Capital Projects -Water Fund, Capital Projects - Infrastructure Fund) • Continue to monitor and encourage completion of the flood plain re- mapping on Salt Creek and its tributaries by DuPage County. President Bushy explained that the DuPage County Stormwater Committee oversees this project and delays arise as a result of priorities of the County and the State and their budget concerns. • Continue development of the safety pathway system based on the priorities and recommendations of the Safety Pathway Committee. COMMITTEE -OF- THE -WHOLE Minutes Page 7 of 13 JUNE 3, 2002 3 D. President Bushy noted the difficulty the Village has in getting residents to volunteer for this committee based on the current set up of the committee which requires members be from specific geographical areas. She suggested that the Board consider whether the committee should continue to be made up of members from the four - quadrant area of the Village or whether any resident volunteer should be considered. Trustee Miologos suggested that the committee itself should have a discussion on this issue and report with a position statement to the Board. Manager Veitch reported that per Village Code, the committee will desist operation as of 2004. Trustee Aktipis asked how close the Village is to completing the plan. Manager Veitch responded that the plan was complete and that completion of the construction was approximately three to four years away. Discussion ensued related to the viability of the committee. Manager Veitch suggested that that the Board consider an objective to have a discussion with the park district as to whether to continue the committee beyond its desist date. Discussion ensued relative to filling vacancies in the meantime. Consensus suggested waiting until a decision was made on the life expectancy of the committee. E. Department 5: Library (Administration, Technical Services, Reference and User Services, Youth Services) • Establish Oak Brook Village Board, Plan Commission and Zoning Board of Appeals video (or DVD) lending library. Manager Veitch commented that this was predicated on a later discussion of adding video taping of the Plan Commission and Zoning Board of Appeals meetings. Trustee Miologos suggested this to provide citizens an opportunity to checkout videos of public meetings. Library Director Martin indicated that in the few months since the new Library has been open, she has had only one request. She has suggested that two months meeting videos be kept. If the demand increased, she would re- evaluate the space objectives. • Combine Library objectives and programming ideas into a "Business Plan "for the Oak Brook Public Library. Trustee Miologos felt this was an opportunity for the Library to create a strategic business plan. She suggested objectives such as increase of circulation, children's programs and hours. Manager Veitch explained that the Five -Year Financial Plan developed by staff, which reflects the objectives and plans that each department has created does exactly what Trustee Miologos is suggesting. He noted that the Board from the guideline options provided by the Illinois State Library has chosen the level of service at the Library. He suggested that those guidelines could be included in the Boards Objectives. Library Director Martin also suggested that an executive summary report be provided to the Board annually. COMMITTEE -OF- THE -WHOLE Minutes Page 8 of 13 JUNE 3, 2002 3. E. Trustee Savino inquired about the plans for a fountain in front of the Library. Manager Veitch responded that there had been plans for one and that there is space for one, but that the donations or funds for this did not occur. President Bushy noted that the current focus was obtaining the funding that was pledged by the foundation. Manager Veitch noted that exterior enhancements probably should be focused on the landscaping. F. Department 6: Police (Administration, Field Services, and Support Services) • Continue efforts to reduce the number of injury accidents through aggressive traffic and DUI enforcement. President Bushy noted that staff has been doing a first class job on this objective and expects that this will continue. President Bushy also commented on the fact that the liquor control ordinances in the Village of Oak Brook are the best controlled in the area as a result of the cooperation the Police Department provides to the Liquor Commissioner. • Increase police patrol strength as authorized by the Village Board through the 2003 budget process. G. Department 7: Fire (Administration, Operations, EMS, and Fire Prevention Education) • Encourage regular fire and evacuation drills and evaluation of drills within the commercial community. Chief Jarvis reported that more requests for training has occurred since 9/11/01. • Increase Fire Department staffing as authorized by the Village Board through the 2003 budget process. • Evaluate and consider implementing a fire inspection user fee program for non- residential occupancies. Manager Veitch suggested that there has been some discussion about the possibility of charging a user fee for fire inspections. He added that this was becoming a prevalent procedure. Trustee Caleel requested that a survey be done of area municipalities to find out what other municipalities charge a fee and what the fee is for the inspection. Further discussion suggested determining how the fees are charged and whether they are included as part of a business license. COMMITTEE -OF- THE -WHOLE Minutes Page 9 of 13 JUNE 3, 2002 3. H. Department 8: Sports Core (Bath & Tennis Club, Food & Beverage, Golf Club, Capital Projects) • Investigate and consider hosting a single or series of upscale outdoor concerts on the Sports Core. Trustee Craig indicated that this project will take considerable research. President Bushy suggested that Board members contact Trustee Craig with suggestions or concerns. Trustee Aktipis inquired if this would occur this year. Trustee Craig responded that it would take at least a year to put something of this nature together. • Bring together financial plans and budgets, the marketing program, market analysis data and programming objectives into a "Business Plan" for the Oak Brook Sports Core. Trustee Miologos again felt that a business plan for the Sports Core would be a comprehensive plan because of all of the aspects of the Sports Core. She determined through research that doing a business plan for restaurant and food service businesses was very typical. She added that the plan would incorporate defining a niche, determine where the business wanted to go and a projection of how to do it. She suggested that the Sports Core needed to define those issues and determine what support services they needed to achieve their goals, which should bring the Sports Core to a break -even mode. She expressed a concern that a new golf course is opening nearby and that the Village should have a strategic plan for the golf club in the same manner as for the Bath & Tennis Club. Golf Club Manager VanDyke responded that a strategic plan is in place for the golf club facility. The Five -Year Plan is a document that focuses on where the golf club is in the market place and objectives. He added that discussions exactly of the nature Trustee Miologos suggested had occurred which resulted in the capital projects recently undertaken to achieve those goals. He reported that these goals and how to get there are revisited each year and help determine rates. He suggested that if the Board would like these plans provided in a different format, staff would be willing to enter into discussions to provide input on a format. Trustee Miologos expressed her opinion that an objective of the Bath & Tennis Club restaurant facility should be to break even. Trustee Craig inquired if the golf course promotes the Bath & Tennis Club food service to encourage use of that facility. Golf Manager VanDyke explained that all groups are required to have food and beverage for a golf outing. He reported that by adding that requirement for golf outings approximately half of previous clients went elsewhere, however, others willing to accept the requirement have replaced them. The golf club does not advertise, because staff has not found it beneficial. COMMITTEE -OF- THE -WHOLE Minutes Page 10 of 13 JUNE 3, 2002 3. H. Golf Manager VanDyke reported that the golf course is at full capacity, weather permitting. Trustee Aktipis expressed his knowledge of the success of the Golf Club, but suggested that it is usually easy to do better with a business that is doing well. He suggested consideration of corporate advertising for enhancing the reputation of golf membership. Village Manager Veitch stated that memberships generally have not added to the revenues. It has been felt that memberships /season passes cost the golf club and are a financial drain. Golf Manager VanDyke reported that history of public courses providing memberships has not been successful. He believes that the Golf Club has the right mix regarding the different types of participants on the golf course. Trustee Korin concurred with Trustee Miologos that the Sports Core be financially self - sufficient and that a business plan be created. Trustee Savino commented that he felt the Five -Year Plan was the business plan. Trustee Korin disagreed because she felt it was just a financial plan. President Bushy noted that there is more to the Sports Core than just the facilities. She reiterated that the Village of Oak Brook was a steward of 276 acres of property that requires maintenance. She added that previous Boards struggled with the issue as to where the funds for that maintenance should be derived. Trustee Caleel stated that this topic has been an issue for many years. Out of those discussions problems were identified that restricted the facilities. The result of the discussions of the identified problems resulted in the capital projects that have just been completed and he felt that time was needed to implement the goals that these projects were designed to fulfill. He added that the County road construction project also contributed to the ability of the Bath & Tennis Club to fulfill its goals. Village Manager Veitch noted that the Board hired McGladry & Pullen to determine a business plan for the facility with benchmarks, which was used as the basis for the 2002 budget. He added that the litigation of the Sports Core was detrimental to proceeding on time. Further discussion ensued relative to ideas for profitability and suggestions to further discuss this topic at another meeting. • Reconsider existing policies under which the General Corporate Fund provides financial support to general property maintenance and hosting of civic events with a view toward gradually reducing General Corporate Fund support of the Sports Core. • Institute a solid waste - recycling program at the Sports Core. Village Manager Veitch noted this would be a cost factor, not a revenue factor. Trustee Miologos agreed, but recommended a gradual implementation. COMMITTEE -OF- THE -WHOLE Minutes Page 11 of 13 JUNE 3, 2002 3. I. Department 9: Community Development (Planning/Zoning, Code Enforcement) • Institute videotaping of Plan Commission and Zoning Board of Appeals meetings. Village Manager Veitch explained the cost would be approximately $5,000 per year and Trustee Miologos suggested that they be added to the Library lending process. • Establish a requirement that applicants submit, as part of any application for zoning relief or subdivision approval, a statement of position from the relevant homeowners association. Trustee Miologos felt that the petitioner should have a statement of position from the homeowners association. Trustee Savino suggested there might be some danger in that gaining a position from the whole association would be difficult, and the position might become the opinion of one individual. Trustees Caleel and Craig also felt this could be a problem. Trustee Aktipis as a result of his experience on the Plan Commission stated that generally during the process homeowners who objected to a project would let it be known. Community Development Director Kallien added that having a position paper at the time of filing a petition would be premature, because many petitions must be revised to meet specifications, code or requirements. • Expand to the extent possible the opportunities for review of architectural design via the zoning process. Trustee Miologos supports architectural review and suggested the process be incorporated in the zoning process. Village Manager Veitch suggested that specifics be provided to him on this and he would research the statutory restrictions. Trustee Aktipis reported on a community in DuPage that mandates the use of a consultant for this process and the consultant provided guidelines for the applicant. President Bushy felt that since the commercial residents of Oak Brook provide the major revenue support, the Village should be careful that processes do not become detrimental to the business community. • Continue the comprehensive review of the Zoning Ordinance. President Bushy commented that this was an ongoing process. • Complete the public hearings and adoption of an updated Comprehensive Plan document. Manager Veitch explained that this too was an ongoing process and although major changes have not been contemplated, with the new census results these documents need to be updated. COMMITTEE -OF- THE -WHOLE Minutes 01 Page 12 of 13 JUNE 3, 2002 President Bushy asked that the public offer input on any of the topics discussed this evening or other topics that they might feel they wish to express an opinion. 4. ADJOURNMENT: Motion by Trustee Craig, seconded by Trustee Caleel, to adjourn the Committee -of -the -Whole Meeting at 11:00 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. Gonnella, CMC Village Clerk COMMITTEE -OF- THE -WHOLE Minutes Page 13 of 13 JUNE 3, 2002